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Contents

1. Opening an Adoption Case Record
2. Contents
3. Security, Retention and Storage of Adoption Records

1. Opening an Adoption Case Record

1.1 Children

Once adoption becomes the plan for the child, an Adoption Case Record should be opened and used as the main record for the child. A new LAC (adoption) child file should be opened. Children's Adoption files should be buff in colour and have Adoption File written on the front. The previous main file should cease to be used.

All documentation/recording must be stored on the Adoption Case Records from this point until the child is adopted or the care plan changes. Any documentation not held on Carefirst must be printed off for the paper file. The archiving arrangements and requirements for adoption files are different from other records and therefore must be kept separately. (However Staff should remember that adoption files are working files.) All reports should be appropriately signed and dated.

The child's Looked After case record should indicate that a separate Adoption Case Record exists and must not include information in relation to the new identity or address of the child or any information whereby the child's pre and post-adoption identity could be linked. Such information should only be contained on the Adoption Case Record. This principle applies to information kept in whatever form - electronic, hard copy or microfilm.

Where the plan relates to a group of siblings, there must be a separate Adoption Case Record for each child.

1.2 Applicants to Adopt

An Adoption Case Record should also be opened for every prospective adopter who pursues an application for approval. In the case of a couple, a single case record can be set up for them both. This also applies to foster Carers wishing to be considered as adopters. Red coloured files must be used for all Prospective Adopters' paper Adoption Case Records.

2. Contents

2.1 Children

The child's Adoption Case Record should contain the following information and documents:

1. The child's original birth certificate and birth details (time, weight, type of delivery etc.)
2. Description and details (including family tree) of the birth family and household set out in a Core Assessment, Child's Permanence Report or other relevant document
3. Photographs, certificates, other significant personal mementos and Life Story book. (Once the adoption order has been granted the original copies of these documents should be given back to the child or the adopters; copies should be retained on file)
4. Completed BAAF Forms M and O (Neo-natal and obstetric reports)
5. Medical information provided by birth Parents
6. BAAF Development Assessment Forms or equivalent
7. The Child's Permanence Report and other documents prepared and presented for Panel recommendation and agency decision that the child should be placed for adoption
8. Adoption Placement Report, Adoption Support Plan and other documents prepared and presented for Panel recommendation and agency decision that the child should be placed for adoption with the particular prospective adopters
9. Record of social work with child about adoption, including recording of direct work
10. Details of siblings, together with any assessments and decisions to place brothers and sisters separately, including minutes of relevant meetings
11. All relevant Adoption and Permanence Panel minutes and the Agency Decision Maker's decisions in relation to the child's adoption plan and placement, including records of discussions held by the Agency Decision Maker/Permanence Planning with non-Panel members
12. Looked After Review minutes and the child's Care Plan from the point when adoption was identified as the plan
13. Assessments, correspondence and signed agreements relating to post-placement and post-adoption contact
14. Any other key correspondence to and from members of the child's birth family
15. List and copies of information supplied to child
16. List and copies of information supplied to adopters
17. Later Life letter/information from the birth Parents to the child
18. Later Life letter from the Social Worker outlining the circumstances of the adoption plan
19. The Adoption Placement Plan and any amendments
20. Reports of Social Worker visits to the child post-placement and records of any Adoption Plan Reviews
21. Court reports and other documents, including Statements of Facts, prepared for Freeing Order application (if applicable), Placement Order application (if applicable) and adoption application
22. Copy of Care Order or Interim Care Order
23. Written agreement to placement, signed by Parents, where child is less than 6 weeks old (if applicable)
24. The original copy of the Parental Consent form to place the child for adoption and/or Advance Parental Consent to adoption witnessed by CAFCASS officer (if applicable)
25. Copy of Placement Order or Freeing Order (if applicable)
26. Copy of Adoption Order
27. Any recording relating to birth records counselling of the adopted person or requests for access to the Adoption Case Record
28. Any Veto - absolute or qualified - registered by the adopted person.

2.2 Applicants to Adopt

1. The prospective adopter's Adoption Case Record should contain all the information obtained about him or her in relation to their application for approval, including the BAAF Form F or Prospective Adopter's Report photographs etc.
2. All relevant checks
3. References
4. All relevant Panel minutes and the Agency Decision-Maker's decisions in relation to the suitability of the adopters and the placement of the child with them
5. Assessments, correspondence and signed agreements relating to post-placement and post-adoption contact
6. The Adoption Placement Plan and Adoption Support Plan (defined in 'Keywords)
7. List and copies of information supplied to adopters
8. Any other key correspondence
9. Reports of visits to the adopters

Note: Where the placement of a child is with an adopter approved by another adoption agency, an Adoption Case Record for the prospective adopters must still be set up and maintained in the Adoption and Permanence Team.

 
3. Security, Retention and Storage of Adoption Records

Adoption Case Records must be stored in secure conditions. Paper records should be kept in locked cabinets. Electronic records should be password protected.

Once the Adoption Order has been granted, this should be noted on the Adoption Case Record and the record closed. The child's Social Worker is responsible for closing the Adoption Case Record for the child and the Supervising Social Worker is responsible for closing the Adoption Case Record for the adopter. In cases where an Adoption Order is made, Adoption Case Records must be retained for a minimum of 100 years after the Adoption Order is made.

Paper files should be prepared for storage and the relevant practice Manager should confirm that Adoption Case Record (electronic and paper file) has been adequately prepared by completing the Adoption File Checklist. The paper file should then be returned in a sealed envelope or box marked confidential to the Adoption and Permanence Panel Administrator, Clermont Unit, 251 Preston Road, Brighton BN1 6SE. The Panel Administrator will confirm receipt of all files received. The Adoption Case Records for the child and for the adopter will then be sent together to the Records Centre in Newhaven where they will be stored under the adopter's name.

Where an Adoption Order is not made, the child's Adoption Case Records should be transferred back to the child's Looked After file. Any duplicated information should be shredded. The prospective Adopter's Adoption Case Record should be retained for a minimum of 15 years.

Whenever it is necessary to send any part of an Adoption Case Record by post, either within or outside the Council, the information should be delivered personally wherever possible or placed in a sealed plain envelope/container and marked 'CONFIDENTIAL'. When the external post is necessary, then arrangements should be made for copies of relevant documents to be sent by special delivery. It is not usual practice to allow records to be removed form the jurisdiction of the Council. Permission is required for this from the Service Manager Adoption and Permanence.

3.1 Access to Closed Records

Should access be needed to a closed paper Adoption Case Record a request for the file to be retrieved from the records centre must be made, in writing, to the Adoption and Permanence Panel administrator. The Adoption and Permanence Panel Administrator will arrange for the file to be obtained and will keep a note of any access permitted. All Carefirst documentation will need to be printed off and placed on paper file prior to subject access. Once the relevant information has been obtained the paper file should be returned without delay to the Adoption and Permanence Panel administrator. The Panel administrator will note the date the file was received and return it to the Records Centre.

End